Apidays Singapore 2024 - Building Digital Trust in a Digital Economy by Veron...
Finding More Time for PR and Project Mgmt, Lori Miller, Nov 2 2011
1. Finding
MORE TIME
for PR and
Project Management
A Wildly Assorted Tip List to Help Busy People
Lori Miller | WHNT News 19
for Birmingham Chapter PRCA November 2, 2011
7. What have you been doing?
Time Audit
1. Record all your daily activities for 3 days -- where do you spend your
time?
2. Record your personal stuff, too
3. OPTIONAL: Color code your categories of time
4. Things to look for:
PUTTING OUT FIRES
DEALING WITH INTERRUPTIONS
DOING PLANNED TASKS
WORKING UNINTERRUPTED
UNINTERRUPTED DOWNTIME
8.
9.
10. Stop Thriving on “Being Really Busy”
Setting Priorities
1. Choose three important tasks to complete each day and focus
relentlessly (take MASSIVE steps toward your goals daily)
2. Do the most important thing first -- which is easier if you’ve
organized the day before so you already know what that is
3. How do you decide?
• Priority Matrix
• Urgent / Important Matrix
11. Finish time mgmt presso
1
4 Draft offsite agenda
3 Point Mallard ROI
5 Submit catering order
0 Intern to-dos while out
2 Finalize Facebook policy
13. FIGHT DISORGANIZATION
Does your brain go in 27 directions at once?
Then you may be susceptible to being overwhelmed
in response to a mess
14.
15. Organize Your Day & Desk
1. Get everything else off your desk
2. Keep a to-do list - COMPREHENSIVE
3. Keep a to-do list - BY PROJECT
4. Keep a to-do list - FOR TODAY
19. Organize Your Day & Desk
(continued)
1. Get everything else off your desk
2. Keep a to-do list - COMPREHENSIVE
3. Keep a to-do list - BY PROJECT
4. Keep a to-do list - FOR TODAY
5. Share documents with others - Google Docs / shared server (everyone
knows and they can help keep it updated)
6. Set up an effective reference filing system for inbox and personal files
32. Now use Outlook’s deferred delivery option
(1) Open a new blank email
(2) Type your post into the SUBJECT line (not the body)
(3) Click OPTIONS tab
(4) Click on DELAY DELIVERY
35. TIPS for Procrastinators
1. Set time limits and be accountable for them (if we have lots of free
time we do the easier stuff first)
2. Book time for lagging projects -- and stick to them
3. Clean your desk at the end of every day
4. Calendar your tasks - especially the small, repetitive stuff
39. DISRUPTOR #1: EMAIL
Organize Your Email
• Not all message are created equal - “not every virtual hug needs to be
reciprocated”
• Stop scrolling up and down your inbox and calling it work - organize with
nested folders and don’t use the inbox as a to-do list
• Go through your inbox and deal with them. The goal isn’t to respond to each
of those emails but to ruthlessly process them
• Stop “scanning the horizon” to see if something shiny just popped in - check
emails on a schedule
On a schedule, you say?!?
40. TIPS for Email
1. Turn off notifications - audible and visual
2. Give it 3 days!
3. Use templates for repetitive emails
4. Use folders to route emails (Facebook notifications, newsletters)
5. Check emails at set times (if you can stand it, set your email software to only
receive messages at certain increments)
42. DISRUPTOR #2: REACTIVES
Learn to Say No - Or At
Least Not Now
1. Block time in advance for big projects
2. Close your door. Turn off your phone. Don’t check email.
3. Announce time limits for meetings
43. TIPS for Filtering Info
1. Pick your two or three social sites and, unless your JOB is to spot the
next big things, stick with them.
2. Subscribe only to the blogs you read - be honest - and unsubscribe
from the ones you don’t, without apology.
3. Remember the email filtering!
45. DISRUPTOR #3: INFORMATION OVERLOAD
Keep It Simple, Stupid
• Never call a meeting to make a decision. Work with people one on one, and then
call the meeting to let the group share and own the decision that's been made.
• Stop volunteering - “What SPECIFICALLY do you need from me?
• Say no to nonessential tasks and meetings
• Set up a weekly 20-minute meeting with yourself to assess
• Delegate - and allow things to happen.
• Type instructions for repetitive tasks you can delegate (no excuses!)
46. Finding More Time!
1. Plan Better!
2. Get Organized!
3. Get Moving!
4. Manage Distractions!